virtual visit · team leader responsibilities: * functions in blue could be reviewed during either...

Virtual VisitTraining

September 2020

Virtual Visit Training Agenda

1:00 - 1:15 Welcome / Objectives

1:15 - 1:30 Virtual Visit Plan Overview

1:30 - 1:35 Question Break

1:35 – 1:50 Team Responsibilities

1:50 – 2:00 Question Break

2:00 – 2:20 Process

2:20 – 2:30 Question Break

Dr. Michale McComis Executive Director

Mollie LudwigVolunteer Coordinator

Maurya SorokesManager of Accreditation

Alicia DeMartiniDirector of Accreditation

ACCSC

• Top Priority

• School, Staff, and Volunteer Safety

• 100+ School Visits Postponed

• Embracing Innovation

Welcome Schools, Volunteers, and ACCSC Staff

Department of Education

• Temporary Approval – Virtual Site Visits

• Engaged, Interactive Format

• In-Person Visit Still Required

• Within a Reasonable Period of Time

Pilot Program

• 10 Institutions (Two Phases)

• Program Areas:

• Accupuncture, Allied Health, Aviation, Computer Science, Cosmetology,

Digital Arts, Education, Massage Therapy, Nursing, & Truck Driving

• Schools located in Puerto Rico and Various States

Student Survey Aggregate Data vs. Pilot Program Schools

Provide an understanding of:

• Virtual Visit Overview

• Team Virtual Visit vs. Corresponding On-Site

Evaluation Responsibilities (“COSE”)

• Virtual Visit / Corresponding On-Site Evaluation

Process and Timeline (“COSE”)

Objectives Virtual Visit Training Plan – September 2020

Virtual Visit Plan Overview

ACCSC Standards

Board granted approval to conduct virtual visits for the foreseeable future

Can consider suspension of certain accrediting standards

Commission may utilize the experience to adjust accrediting standards

Department of Education Requirements

Allows for virtual site visits during this temporary flexibility period

Virtual visits should rely on an engaged, interactive format not just

documentation

Must perform an in-person visit within a reasonable period of time


Benefits

The Virtual Visit Plan will:

• Allow schools to continue through the

Renewal/Initial process while the SER is current

• Rather than remaining in stasis

• Allows a unique opportunity to utilize an

innovative idea

• Will provide groundwork for how/which

virtual visits may be incorporated in the future


General Rollout

Action Detail

Initial Contact Commission Representative inquires about potential dates Ensure “regular” attendance and as many staff as possible

Confirm Dates Schools Upload/Submit Materials

Volunteer Clearance Volunteer Material Review Team Pre-Meetings via Zoom

Virtual Visit Entrance Review Meeting with COVID UpdateSimilar to On-Site Evaluations with daily debrief and Summary Review

Fall/Winter/Spring Corresponding On-Site Evaluation Conducted


Specifics

ACCSC will utilize DropBox and Zoom to conduct the Virtual

Visit

The Virtual Visit will take place over approximately three (3)

days

Interviews will be scheduled prior to the Virtual Visit

The Corresponding On-Site Evaluation (“COSE”) will occur

when travel restrictions are lifted, likely the Fall or Winter

COSE teams may be any combination of Team Leader,

Education Specialist(s), Commission Representative(s), and

Occupation Specialist(s)


Question Break

Team ResponsibilitiesVirtual Visit vs. CorrespondingOn-Site Evaluation (“COSE”)

Team Responsibilities Virtual Visit vs. Corresponding On-

Site Evaluation

Items reviewed during the Virtual Visit

will likely not be reviewed again in the

same detail during the COSE

Limit Redundancy

On-site Verification

This plan is specific to the current

situation

Plan may need to be modified for

long-term application


Site Evaluation

Responsibilities for the Commission

Representative, Team Leader,

Education Specialists, and Occupation

Specialists have been divided

between the Virtual Visit and COSE

Team Evaluation Documents were

updated to adapt to the current plan

Occupation Specialists documents

electronic format

Team Leader Responsibilities:

* Functions in Blue could be reviewed during either the Virtual Visit or the COSE


Site Evaluation

Virtual Visit Corresponding On-Site Evaluation

Student Services Facilities

Career Services Refunds

Admissions Staff Files

Recruitment

Management/Ownership

Ongoing Planning & Assessment

Refunds

Staff Files

Education Specialist Responsibilities:



Site Evaluation


Curriculum Pedagogy

Instructor Qualifications and Training LRS

Faculty Professional Growth and

Development PlansFacilities

PAC Externships (if applicable)

Transfer of Credit Oversee Occupation Specialists

Transcripts Faculty Files

Externships (if applicable)

Oversee Occupation Specialists

Faculty Files

Commission Representative Responsibilities:


* Functions in Blue will be reviewed at both the Virtual Visit and the COSE


Site Evaluation


G&E Rate Review G&E Back-up Documentation Review

Advertising and DisclosureInitial Employment Classification

Review

Student File Review Student Survey

Initial Employment Classification

ReviewCurrent Enrollment Data

Student Survey

Current Enrollment Data

Occupation Specialist Responsibilities:



Site Evaluation


Grade and Assessment Program Viability

Program Content, Length, Sequence Local Job Availability

Job Specific Regulatory Requirements LRS/Resources

Learning Outcomes Faculty

Program Viability Facility/Equipment

Licensure/Certification

Student Achievement

Externship

LRS/Resources

Faculty

Facility/Equipment

Question Break

Virtual Visit and Corresponding On-SiteEvaluation Process

VIRTUAL

VISITACCSC will be responsible for:

Providing a platform for interviews to occur and training the school on use of the

platform;

Providing school specific area interview times in intervals (the Team has the right to

add additional times throughout the virtual visits in order to meet with additional

personnel as needed);

When possible, the Team Leader and Education Specialist will work to interview school

personnel together on overlapping areas; and

Each member of the team will be responsible for logging their time spent on each

aspect of the virtual visit to be discussed during the team debrief.

Virtual Visit and Corresponding On-Site Evaluation Process

VIRTUAL

VISITThe School will be responsible for:

Submitting/uploading Modified Appendix B materials;

Changes include additional numbered items; Emergency Preparedness Plan, and

Composite Score

Identifying a single school person, not a corporate representative, to serve as

the primary point of contact during the Virtual Visit;

Identifying school personnel best able to answer questions related to each

appropriate area of the school including Admissions, Student Services, Career

Services, LRS, etc. and if more than one person is identified both will need to

be available at the same time for interviews; and

Identifying each person or persons who will attend each interview area for the

school (i.e., Admissions at 11:00 a. m. to 12:30 p.m. Day 1).


VIRTUAL

VISITThe Virtual Visit will take place over on average three (3) days likely

between the hours of 10:00 a.m. to 3:00 p.m. local time to the school;

Prior to the virtual visit

The Commission Representative will meet with the school likely via Zoom

The Commission Representative, Team Leader, and Education Specialist will meet to

discuss logistics

Virtual Visit – First Day

At 9:00 a.m. on the first day, first day breakfast meeting with the Commission

Representative, Team Leader, and Education Specialist

An Entrance Review Meeting at approximately 10:00 a.m. with the Commission

Representative, Team Leader, Education Specialist, School Director, and Virtual Visit

primary point of contact, if different than the School Director

COVID Update


VIRTUAL

VISIT Virtual Visit

Two consecutive days will serve as interview days

Occupation Specialist(s) will complete review

At the end of each day the Commission Representative, Team Leader, and Education

Specialist will meet to debrief

Virtual Visit – Final Day

Possibility for follow-up questions on the last day

Summary Review with the Commission Representative, Team Leader, Education

Specialist, School Director, and Virtual Visit primary point of contact, if different than

the School Director, and any other school representatives

After the Summary Review the Commission Representative, Team Leader, and

Education Specialist will meet to debrief and discuss next steps


COSE

VISIT

The COSE will likely be a single day visit from 9:00 a.m. to approximately

4:00 p.m

The option shall exist for the COSE to be an evening and the following day, if necessary

The COSE will likely not review in a detailed way any area previously

reviewed by the Virtual Visit

Unless at the direction of the Commission – e.g., a deferral item from the Virtual Visit

Report

Some issue that was unforeseeable during the Virtual Visit but is impacting students – e.g.,

school personnel resign or are terminated and the team questions the management

retention and capacity


COSE

VISIT

Every effort will be made to utilize the same Team Leader and

Education Specialist for the COSE,

If unavailable, the Virtual Visit Team Leader and/or Education Specialist

will meet with the COSE Team prior to discuss findings, concerns, etc.

If possible, the Virtual Visit Team Leader and Education Specialist will

virtually attend the COSE Summary Review.


On-Site

Evaluation

ReportOn-Site Evaluation Report:

Items of concern identified during the Virtual Visit will require a response to the Commission;

The On-Site Evaluation Report may include observations related to the school’s move to distance

education during COVID-19, in particular if there has been an impact on student satisfaction;

The On-Site Evaluation Report will include the Annual Report rates from the most recently submitted

Annual Report during the Virtual Visit;

The On-Site Evaluation Report will include the applicable findings related to admissions requirements

with notations on any guidance provided by the Commission with the responsibility of the school to

submit the necessary documentation once restrictions related to COVID-19 are lifted;

A separate On-Site Evaluation Report will occur from the COSE visit, including the most recent Annual

Report rates and any updates to the school’s COVID-19 plans. This report will also require a

response from the school to be reviewed by the Commission.


TimelinesVirtual Visit and Corresponding On-Site Evaluation Process

Extended Travel Grounding

Virtual Visits: September – November/December/January

COSEs: December – 2021

On-Site Evaluation Report (“OER”)

The Virtual Visit would generate an OER that the school would respond to and the

Commission would review likely at the December, February, March, or May Meetings

The COSE would generate an OER that the school would respond to and the Commission

would review at Commission Meetings in 2021

Question Break